Legal Secretary
Company: City of Hollywood, FL
Location: Hollywood
Posted on: May 4, 2022
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Job Description:
The Position
JOB SUMMARY:
Under the direction of an attorney and/or administrative
supervisor, performs responsible clerical work requiring
specialized knowledge of legal terminology, policies, procedures,
and Court functions, including proficiency with local, state and
federal e-filing portals. Knowledge of the secretarial support
function in the litigation aspects of a law practice, and excellent
computer skills are crucial to this position. Incumbents must use
discretion in decision making and policy interpretation. Work is
reviewed through observation and written reports for adherence to
established policies and procedures.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:
* Types and edits departmental legal documents including reports,
ordinances, resolutions, pleadings, legal briefs, and
declarations.
* Assembles, prepares, types, proofreads and copies a wide range of
correspondence and special documents; assembles documents and
exhibits needed in proving cases.
* Acts as a receptionist; greets the general public; assesses their
informational needs; answers phones and directs callers.
* Assists supervisor with preparation of materials for legal
proceedings as directed; organizes litigation files; schedules
meetings, hearings and depositions and provides support to
collective bargaining agreements as well as assists with handling
debt collection.
* Operates a computer, photocopier, printer, facsimile machine, and
typewriter.
* Maintains specialized manual or automated filing systems;
maintains and updates law library; files documents at Courthouse as
directed.
* Prepares and submits court documents.
* Maintains legal calendar and dockets on pending cases.
* Effectively and positively represents the City in delivering and
performing work with colleagues and clients, irrespective of
gender, race, religion, age, disability, political affiliation or
belief, or sexual orientation.
* Establish and maintain effective and professional relationships
with work colleagues, supervisors and managers.
* Performs related work as required for this position description
only.
The Requirements
EDUCATION/EXPERIENCE:
To perform this job successfully, an individual must be able to
perform each essential function satisfactorily. The requirements
listed below are representative of the knowledge, skill and/or
ability required. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential
functions.
Required:
High School Diploma, plus a minimum of three (3) years experience
working at a law firm or legal department; or an equivalent
combination of training and experience.
Preferred:
Ability to speak and understand Spanish in a law office
environment.
Additional education and experience or an equivalent combination of
training and experience may be substituted for the above
requirements.
CERTIFICATES, LICENSES, REGISTRATIONS:
* Valid Driver's License: With proof of automobile insurance
* Background Check: Must have an acceptable background record
* Driving Abstract: Must have an acceptable driving record
KNOWLEDGE, SKILLS, ABILITIES:
* Knowledge of judicial and legislative process and procedures.
* Knowledge of legal terminology and prescribed formats and
procedures in preparing legal documents.
* Knowledge of modern office procedures and practices.
* Skill in the use of electronic office equipment and software
(i.e. Microsoft Excel, Word, PowerPoint, and Access).
* Skills in expressing or exchanging ideas by means of the spoken
word including the ability to convey detailed or important spoken
instructions to other workers accurately and concisely.
* Ability to work efficiently and courteously with the public.
* Ability to follow complex oral and written instructions.
* Ability to take and transcribe dictation from transcription
equipment.
* Ability to establish and maintain effective and professional
relationships with work colleagues, supervisors, managers and the
public.
PHYSICAL DEMANDS:
The physical abilities described here are representative of those
that must be met by an employee to successfully perform the
essential functions of this job. While performing the duties of
this job, the employee is regularly required to walk, sit, write,
hear, speak and be required to exert up to 10 pounds of force
occasionally and/or negligible amount of force frequently or
constantly to lift, carry, push, pull or otherwise move objects.
May require fingering: picking, pinching, typing, or otherwise
working, primarily with fingers rather than with the whole hand as
in handling. Specific vision abilities required by this job include
close and distance vision, peripheral, and depth perception.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
WORK ENVIRONMENT:
Work is performed primarily in an office environment which is a
dynamic environment that requires sensitivity to change and
responsiveness to changing goals, priorities, and needs.
The Examination
Examination:Depending on the number of applicants and the quality
of their education and experience, the examination may consist of
one or more of the following tests: written examination,
performance examination, education and experience evaluation, oral
examination and/or other job related examinations.
You will be notified of the time and place of your examination when
you file or later by mail. A passing grade is required on each part
of the process. Repeated participation in any examination for which
the same test is used is limited to once every 6 months. Your
examination results will be sent by email as soon as possible after
the grading is completed.
Final passing grades are used to determine a candidate's position
on the eligibility list of successful candidates. Departments fill
vacancies from this list. The top three names are considered for
each vacancy unless otherwise modified. Those not appointed are
returned to the eligibility list for further consideration in
accordance with the Civil Service Ordinance. Your name will remain
on a register for one year for open competitive examinations and
two years for closed competitive except where labor contract
conflicts.
Your name may be removed from an eligibility list prior to one year
according to Hollywood's Civil Service Ordinance or labor
contracts. Your eligibility may be cancelled if you refuse a
position or if you are not available for work. You are responsible
for notifying the Employment Office, in writing, of any change in
your address or telephone number.
Special Accommodation and Communication Needs:The City of Hollywood
provides necessary reasonable accommodation in the examination
process upon request to persons with disabilities. Such requests
must be madePRIORto any scheduled examination.
Veteran's Preference:The City values the service that veterans and
their family members have given to our country, and as such,
proactively recruits and hires veterans and qualified spouses to
the greatest extent possible. Certain servicemembers and veterans,
and the spouses and family members of such servicemembers and
veterans, receive preference and priority, and certain
servicemembers may be eligible to receive waivers for postsecondary
educational requirements. To obtain veteran's preference,
candidates MUST submit a copy of separation papers (DD214) and meet
eligibility requirements as stipulated by the Florida Statutes. For
additional information, please refer to theFlorida Department of
Veterans' Affairs.
Additional Information
All successful applicants will be required to pass an extensive
background which may include criminal history searches, driving
history checks, credit report, courthouse searches, education
verification, employment verification, professional license
verification, or other search methods as deemed necessary for the
position. In addition, the applicant will be required to undergo a
medical examination, which may include a drug screening, prior to
appointment.
EMPLOYMENT OF RELATIVES: The City of Hollywood has an Ordinance
which regulates the employment of relatives of City employees.
Effective January 28, 2008, a relative may only be hired under the
following additional conditions:
* The relative must have competed in an appropriate examination
process as determined by Human Resources and be placed on a civil
service eligibility list;
* The relative must be among the top three ranked candidates
available on the certified eligibility list unless expanded by the
Civil Service Board;
* The Department or Office Director and the Director, Human
Resources must demonstrate that it is in the best interests of the
City of Hollywood to hire the relative of a public officer or
employee.
As of 12/15/2005 the City will require all newly hired employees to
sign an affidavit affirming non-usage of tobacco or tobacco
products within the last year prior to submission of application
and will continue to be a non-user of tobacco products throughout
employment with the City of Hollywood.
REASONABLE ACCOMMODATION: The Employment Office will make
reasonable efforts in the examination and workplace to accommodate
persons with disabilities. Please advise Human Resources of special
needs by calling (954) 921-3216.
All applicants receive consideration for employment regardless of
race, color, religion, gender, national origin, age, abilities,
marital status, political affiliation, familial status, sexual
orientation, pregnancy, or gender identity and expression (except
as limited by law, Personnel Rules, Collective Bargaining
Agreements, or bona fide occupational disqualifications).
The City of Hollywood is an Equal Opportunity / Equal Access
Employer.
Keywords: City of Hollywood, FL, Hollywood , Legal Secretary, Legal , Hollywood, Florida
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